Outlook 2007/2010 Manual Setup
Before you start...
Ensure that your email migration has completed. If you have not already migrated your account then you can do so by going to the migration instructions page and following the instructions there.
Personal Folders and Contacts
Your Personal Folders/Local Folders etc. in your old IMAP account will not be automatically migrated across with your online folders. This is because personal folders sit locally on your computer rather than on the mail server. To keep these folders and contacts, you must re-attach or import them to your new Outlook Exchange account.
If you are currently using Outlook for your email, make note of the location of these files as well as make backup copies BEFORE you create your new Outlook profile for Exchange. See the section Outlook Users - Locate Your Outlook Personal Folders.
Once you've finished configuring Outlook for Exhcange, you can re-attach/import personal folders and contacts.
Configure Outlook for Exchange
Your email account configuration settings are stored in a profile. Your profile can include an Exchange server account, Internet mail accounts and personal folders. If several people share the use of a computer, each must have their own Outlook profile on that computer.
Whether you already use Outlook to access your email, or are setting it up for the first time, you will need to set up an Exchange account profile. If you are already using Outlook, we recommend you set up a separate profile for your Exchange account and keep your IMAP profile as an archive.
- Close Outlook if you have it open.
- Open the Microsoft Office Profile Manager:
- In Vista, go to the Control Panel and type Mail into the search box (see a in the image below). Select the Mail applet (see b in the image below).
- In Windows XP, go to Start / Settings, and choose Control Panel. In Classic View, double-click the Mail icon.
- Click Show profiles (if you don’t have a profile already set up, you won’t see this window. Proceed to step 4).
- Click Add.
- Under Profile Name, type UTORexchange, and click OK.
- Click to select the checkbox beside Manually configure server settings or additional server types and click Next.
- In the Choose E-mail Service window, select Microsoft Exchange and click Next.
- Type arborcaslbx1.utorarbor.utorad.utoronto.ca in the Microsoft Exchange Server field. Make sure Use Cached Exchange Mode is checked and type your UTORid in the User Name field. Click More Settings.
- After a short period you will see a failure notification. Click OK. This error is a result of our heightened security. The next few steps will configure Outlook to use this more secure connection to the server.
- In the next window, click Cancel.
- In the window that appears next, go to the Connection tab, enable Connect to my Exchange using HTTP and click Exchange Proxy Settings… .
- Set the Exchange Proxy Settings:
- Type outlookanywhere2010.utoronto.ca under Use this URL to connect to my proxy for Exchange. (for further details on this setting, please see the note on the recent update to the Exchange Proxy Server)
- For the option Only connect to proxy servers that have this principal name in their certificate if you see any text in the field below it, delete the text and make sure there is no checkmark beside it.
- Check the box beside On fast networks, connect using HTTP first, then connect using TCP/IP.
- Check the box beside On slow networks, connect using HTTP first, then connect using TCP/IP.
- Select Basic Authentication under Use this authentication when connecting to my proxy server for Exchange.
- Confirm all changes by clicking OK, OK, Next, and Finish.
- In the Mail window, select Always use this profile and select your Exchange account from the pull-down menu. Click OK.
- Start Outlook. In the Connect window, type utorarbor\UTORid (where UTORid is your actual UTORid) in the User name field and type your UTORid password in the Password field. Click OK.
- Outlook immediately begins synchronization with the Exchange server. This process can take a long time, but happens only once. Leave Outlook running until the Outlook status bar displays: All folders are up to date.
Personal Folders and Contacts
Re-attach Personal Folder/Sent Items
- Go to File / Open and choose Outlook Data File.
- Outlook goes to the place where it expects your file to be and presents it. You then just need to click on the file you made note of earlier (usually this file is called Outlook.pst).
- If Outlook does not open up where your file is, browse to the correct location and select the file. If you did not make note of the pst file location earlier, you can use Windows Search to locate it by searching for *.pst.
- Click OK. Your Personal Folders will appear in the left-hand list, with any emails that you put in there, plus your old sent items.
Move your IMAP Sent Items into your Exchange folder
If you wish to keep your sent items, it would be a good idea to copy them into your Exchange Sent Items folder instead. To do this:
- Click on your Sent Items folder in your Personal Folders to display the emails.
- Click on any email, and then click on the Edit menu and then Select All (or Ctrl + A).
- Select Move to Folder.. from the Edit menu.
- In the list, select your Exchange Sent Items folder (make sure that you haven’t selected your IMAP Sent Items by mistake), and click OK.
Copy your Local Contacts to the Exchange Server
To make a copy of your local Contacts to the Exchange server:
- Click on the Contacts tab near the bottom of your Outlook screen. You should see a list of all the contacts that are currently in your Personal Folders. If not, click on Contacts in Personal Folders on the left hand side (or whatever name you gave your local contacts), click on one of your contact’s name, then press Ctrl+A. This should highlight all of your contacts
- Press and hold the Ctrl key and drag the contacts to your Exchange Contacts folder (make sure not to put them in any of your local contacts folders if you have more than two folders).
- Your contacts should now be on the Exchange server and should appear when you select the Contacts folder.
Instructions to come.
Outlook Users - Locate Your Outlook Personal Folders
If you are using Outlook as your IMAP email client, your Outlook .pst files contain previous Outlook settings, including locally stored email, sent mail and contacts. These items will not be moved during the migration. Once you have created the new profile for Exchange, you may not automatically have access to these folders.
- In Outlook, click on the File menu and choose Data File Management..
- Select the Personal Folders (you might have more than one) in the list, and click on the Open Folder.. button.
- In here, you will see the .pst file that contains your Personal Folders highlighted. Make a note of the path in the address line (you could copy and paste into a Notepad file) and also make a note of the name of the file itself. It may look something like this:
C:\Documents and Settings\Your Login name\Local Settings\Application Data\Microsoft\Outlook
You have done this so that you can identify the file when you come to re-attach it.
- You can backup .pst files by making a copy of the Outlook folders you found in the steps above and moving the copy to a safe place such as c:\mailmigrationbackup.
- If you come to this section as part of the process of setting up your Exchange account, you can now return to Configure Outlook for Exchange to continue. Once you have set up your new profile and logged into Outlook, you can go through the section on re-attaching the personal folders and sent items earlier in these instructions.